VOIP Phone System

The City of Pompano Beach is requesting proposals for a unified communications and telephone system to replace the existing on-premise Mitel MiVoice Connect environment, with proposals due January 4, 2027, and written questions due November 12, 2026. The City participates in a Local Business Program offering preference points: 5 points to Tier 1 vendors (Pompano Beach businesses with at least 10% local staff) and 2.5 points to Tier 2 vendors (Broward County businesses with 15% Pompano Beach staff).

The scope encompasses cloud-hosted Unified Communications as a Service (UCaaS), hybrid, or alternative architectures supporting voice, softphone and mobile communications, contact center capabilities, emergency calling, and special-purpose telephony integrations. The solution must reduce legacy hardware dependence, simplify administration, improve system resiliency, and provide scalability while preserving required business functions. The City does not require one-for-one reproduction of existing Mitel architecture where modern equivalents meet the same business need.

The City anticipates awarding a service agreement for an initial five-year term with one optional five-year renewal at the City's sole discretion, subject to written agreement by both parties. Pricing must remain firm for the entire initial five-year term with no increases, escalations, surcharges, or adjustments. Proposals must include a detailed five-year cost projection covering implementation, professional services, hardware, endpoints, gateways, licensing, subscriptions, maintenance, support, and carrier services.

Evaluation criteria are technical and functional fit (25 points), implementation and migration approach (20 points), security and resiliency (15 points), five-year total cost of ownership (15 points), vendor qualifications (10 points), usability and training (10 points), and local business program participation (5 points), totaling 100 points. Contractors must maintain cyber liability insurance with $5 million per occurrence and aggregate limits on a claims-made basis for four years after contract termination and provide proof of insurance before commencing services. Contracts exceeding $200,000 require payment and performance bonds under Florida Statute Section 255.05. Proposals are submitted electronically through the eBid System with public opening via virtual Zoom on January 4, 2027 at 2:00 PM. No incumbent contractor exists for this service.